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Deck of Cards
idMoves
Card
labelBrief

Title:

Moves

Publication date:

12/4/2023

Effective date:

7/21/2021

BRIEF

Policy Summary

This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

Who Should Read This Policy

  • Personnel requesting relocation of a work area or equipment to another location within the Laboratory
  • Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

Contact Information

[email protected]
Operations

Card
labelPolicy

Title:

Moves

Publication date:

12/4/2023

Effective date:

7/21/2021

POLICY

A. Purpose

This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

B. Persons Affected

  • Personnel requesting relocation of a work area or equipment to another location within Berkeley Lab
  • Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

C. Exceptions

Moving hazardous materials is not included in this policy.

D. Policy Statement

This policy ensures that all processes utilized for the movement and/or relocation of personnel and property at Berkeley Lab are performed in an efficient, timely, and safe manner. 
Berkeley Lab requires any relocation of personnel and property between Laboratory locations to be managed by the Campus Planning Department. There is an ongoing need at Berkeley Lab to relocate personnel and property between on-site and off-site locations, and the scale of those moves is varied. The Campus Planning Department is responsible for all aspects of managing the move, including subcontracted move vendors, procurement, and SJHAs.

E. Roles and Responsibilities

The list below emphasizes the roles and responsibilities pertinent to large project moves of personnel and equipment and smaller moves of individuals relocating from one office or lab to another.

Large Project Moves

Typically driven by a new building or large renovation project

Role

Responsibility

Strategic Investment Governance Board (SIGB)

Comprised of the Lab Deputy Director and Associate Lab Directors; responsible for making institutional decisions about space allocation.

Campus Planning Department 

Campus Planning

  • Provides SIGB analysis on space availability and utilization.

Move Management

  • Reporting to the Projects and Infrastructure Modernization Division (PIM) Project Director and responsible for execution of the move.
  • Develops the move plan.
  • Manages subcontracted move vendors, including procurement and SJHA.
  • Serves as the primary contact with the Division Move Coordinator.

Projects and Infrastructure Modernization Division (PIM)

PIM Division Director

  • Has primary responsibility for achieving project success; secures project spending authority and resources.

Project Director

  • Responsible for ensuring that the project team safely completes the project, in budget, on schedule, and within scope.

Project Manager

  • Executes project direction as authorized and delegated by the PIM Division Director.

IT Services

  • Telephone Services: transfers extensions and performs the physical move of telephone equipment.
  • Networking: responsible for ensuring network connections are adequate and "live."

EHS

  • Ergo: evaluates furniture design to minimize the risk of ergonomic issues.
  • Industrial Hygiene: responsible for moving chemicals.

Requesting division

Division Move Coordinator

  • Serves as the primary point of contact with Operations project/move management and the division.
  • Collects comprehensive, detailed division move requirements (develops employee and equipment move lists).
  • Communicates the move plan to the division.
  • Actively participate in moves and troubleshooting on behalf of the division.
  • Provides feedback on the move experience.

Safety Coordinator

  • Serves as the primary point of contact for EH&S Industrial Hygiene and as the Division Move Coordinator.
  • Actively participates in moves and troubleshooting on behalf of the division.
  • Ensures work authorizations are in compliance with current EH&S guidelines.

Division Management

  • Allocates sufficient division resources for move planning and execution.
  • Provides comprehensive, detailed division move requirements.
  • Makes timely decisions on the move plan and division cost changes.
  • Communicate the move plan to employees (includes safety requirements for equipment).
  • Allocates and assigns space.
  • Provides feedback on the move experience.

Small Individual Moves

Typically driven by a division or department and submitted through the move request system

Campus Planning Department 

Move Management

  • Responsible for managing subcontracted move vendors, including procurement and SJHA.
  • Schedules moves and coordinates activities, including moving of office contents, telephones, computers, and printers/copiers.
  • Reviews all move requests.
  • Performs pre-field verification of the new location to accommodate personnel and material(s) associated with move.
  • Confirms the scope of the move.

IT Services

Telephone Services: transfers extensions and performs the physical move of telephone equipment

EHS

Ergo: evaluates furniture set-up to minimize the risk of ergonomic issues.

F. Definitions/Acronyms

Term

Definition

Institutional Document

A publication authorized by Laboratory management that delineates Laboratory-wide or multifunctional policy, procedures, regulations, or plans. A subset of authoritative documents. Scientific and technical publications and reports are not included in this definition. Examples: Personal Property Policy Manual, Radiation Protection Program, Requirements and Policies Manual

Policy

Statements or directives from the federal, state, or local government; the University of California; or Berkeley Lab senior management that set a course of action, define acceptable conduct, or implement governing principles. Example: Berkeley Lab Site Access

Procedure

A series of specific steps to be followed to accomplish work or to carry out a policy or requirement. Procedures are controls meant to mitigate risk, improve efficiency, or assure compliance. Examples: obtaining a Berkeley Lab badge, maintaining the Laboratory's 12 kV electrical system, completing a travel expense form

G. Recordkeeping Requirements

None

H. Implementing Documents

Document number

Title

Type

Section E of this policy

Moves Policy Roles and Responsibilities

Procedure

I. Contact Information

[email protected]
Operations 

J. Revision History

Date

Revision

By Whom

Revision Description

Section(s) Affected

Change Type

1/2/2012

0

L. Young

Prepare for wiki, revised per Requirements Management Program

All

Minor

12/4/2012

1

K. Toulouse

Rewrite for wiki (policy)

All

Minor

1/20/2015


J. Braithwaite

Three-year review - no changes

All

Editorial 

7/21/2021

2

K. Toulouse

Periodic 3-year review. Updated Roles and Responsibilities in accordance with operational practices.

All

Minor

12/4/2023

2.1

K. Toulouse 

Editorial changes to reflect the transfer of Campus Planning Department from Facilities to Operations 

All

Editorial 

Card
labelDocument Information

DOCUMENT INFORMATION

Title:

Moves

Document number

09.07.001.000

Revision number

2.1

Publication date:

12/4/2023

Effective date:

7/21/2021

Next review date:

12/3/2026

Policy Area:

Moves

RPM Section (home)

Facilities Management

RPM Section (cross-reference)

none

Functional Division

Campus Planning Department, Operations 

Prior reference information (optional)


Source Requirements Documents

Other Driving Requirements

Implementing Documents

Document Number

Title

Type

Section E of this policy

Space Moves Roles and Responsibilities

Procedure

Show If
grouprpm2-admins
Card
labelAdditional Information

ADDITIONAL INFORMATION

Title:

Moves

Document number

09.07.001.000

Revision number

2.1

Publication date:

12/4/2023

Effective date:

7/21/2021

Next review date:

12/3/2026

Policy Area:

Moves

RPM Section (home)

Facilities Management

RPM Section (cross-reference)

none

Functional Division

Campus Planning Department

Author name/contact info

K. Toulouse



Revision 0 publication date

1/2/2012

Retirement date

n/a

Prior reference information (optional)




Inputs from more than one Functional Area?


List additional Functional Areas & contacts




Inputs from more than one Policy Area?


List additional Policy Areas & contacts




30-day notification needed?

No

30-day start date

n/a

30-day end date

n/a



LDAP protected?

No



Need TABL reminders?

No

Frequency

n/a

Brief reminder text:

n/a



Approval Sheet for this revision received (date) [Note: author is responsible}


Key labels/tags:

  • Moves
  • Facilities Management

New terms to be added to Glossary/Acronym list:

  • (list items not found and context (Policy Area name) – full definition would be included in Policy)

Implementing Documents restricted to department/functional use
(optional – these will be used for tracing between requirements and associated documents)

Document number

Title



Side bars:

Side bar 1 location (cite by Policy Section # - for example: Section D.2.a)

Sidebar 1 text:

Sidebar 2 location

Sidebar 2 text:

Sidebar 3 location

Sidebar 3 text: